Job Description:
Have you ever dreamed of making an impact on the future of a region that’s home to polar bears, wild salmon and diverse cultures? World Wildlife Fund (WWF), the global conservation organization, seeks an Office Administrator in its US Arctic Field office in Anchorage, Alaska. WWF’s program includes Arctic oceans protection; sustainable fisheries; and conservation of trans-boundary species and ecosystems in the face of rapid climate change. The Administrator is a central part of an Alaska-based team, yet communicates with WWF colleagues around the circumpolar Arctic, particularly Russia. The Administrator is responsible for assisting the Managing Director; coordinating office operations; and supporting other Alaska field staff as needed. The Administrator works with independent judgment to ensure administrative information is well organized, deadlines are met, and problems or inconsistencies are raised and addressed.
This key position will support the Managing Director in scheduling travel, processing credit card statements, and supporting organizational tasks. Key duties also include preparation of materials and reports, preparing for events, assisting on special projects and tasks, and performing a variety of standard and frequently complex administrative duties and responsibilities to ensure the smooth functioning of the office and schedules. This person will interact regularly WWF US headquarters personnel in Washington, DC and WWF Russia field staff in Kamchatka, Russia. This position will support important project management functions such as developing and completing agreements, and ensuring that contract payments are on schedule.
This is an excellent role for an individual who enjoys supporting others by ensuring that smooth and efficient processes are in place, and who places high value on attention to detail, organization and project management. The US Arctic Field Program is seeking someone who has a solid base of experience, yet who is excited to learn and develop within a large and fast-paced conservation organization. Candidates must be highly organized, exceptionally detailed oriented, able to manage and prioritize multiple tasks, competent with computers, and able to maintain a positive attitude in a dynamic environment. The ideal candidate will have Russian language capacity. The Office Administrator reports to the Managing Director.
Minimum Requirements (all of these requirements must be met)
1. Bachelor’s degree plus 2-4 years of professional work experience
2. Proficient in Microsoft Office
3. Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
4. Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
5. Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
6. Proficient in Russian (reading and writing)
Major Duties & Responsibilities
1. Communication - Answers and routes phone calls, greets visitors, and handles a variety of requests from staff, members, donors, and the general public. Arranges meetings and makes appointments for supervisor(s) and staff. Answers complex inquiries requiring detailed knowledge of departmental procedures.
2. Document review and preparation - Regularly composes correspondence for self and others. Composes complex documents such as reports. Assists Director in preparing presentations. Ensures documents are correct and accurate. May help prepare proposals and contracts.
3. General office duties - Makes travel arrangements; coordinates mailings, production of documents, reports and other materials, and distribution of materials. May require extensive coordination with parties in the field or important members/donors. Coordinates meetings/conferences, including coordinating catering and preparing materials. Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. Assists Managing Director with coding expense reports, credit card expenses. May screen and prioritize mail for other staff. May assign work and coordinate projects performed by part-time and temporary staff; provides general orientation and training.
4. Responsible for the maintenance of equipment and supplies inventory.
5. Contracts (Grants, Consultancy, Small Grants and Travel) In direct consultation with the Program Staff and Finance Administrator, maintains agreements – amendments, updates, filing deliverables. Secures the signature of all concerned on the agreement processing form. Keeps track of payment/advance made to the grantee/consultant and updates the same in PTS Contracts module. Provides regular updates of these agreements’ status to Finance Administrator.
6. Maintains files pertaining to all agreements. Updates the PTS issued Contracts module on a real time basis and reconciliation of the same with HQ Accounting System.
7. Travel Facilitation: As needed, coordinates travel, accommodation bookings of WWF staff and guests. Responsible for arranging transportation whenever necessary. Negotiate with the vendors, transport operators, hotels and travel agencies.
8. Performs other duties as assigned.
Full or Part Time: Full Time
Posted Date: July 1, 2010
Position Status: Open